AI co-worker / Operations / Business case 4

Orders arrive as PDFs and someone retypes them.

Next up

Every order by email, PDF or spreadsheet becomes a checked order in your ERP, confirmation sent. A price deviation, new customer or item out of stock waits for a person.

Ready to build. Live in six weeks. Works in Odoo, Exact Online, SAP Business One, Outlook or Microsoft 365.

Book 30 minutes See the 13 co-workers
The job today

A Tuesday on the order desk

08:10

Thirty orders in the inbox: a PDF from the big customer, a spreadsheet from another, a one-line email saying "same as last month". Two people start typing.

14:30

Order nineteen carries an old price; the list changed in March. The customer will notice, on the invoice.

16:50

The last PDF is in the ERP by 17:20. The confirmation goes out tomorrow. The truck leaves one pallet short: 2 typed instead of 12.

What nobody measures

Two questions for your operations meeting

How many order lines did your people retype last month, and how many had the wrong quantity, price or date? Which did you find before the truck left?

Most firms cannot say. Retyping is where wrong numbers enter, and nobody counts them until a customer does. With a co-worker on the job, every line has a source and a check.

The job with the co-worker

The same Tuesday, your people on the exceptions only

  1. 08:10 – Read and matched

    PDF, spreadsheet and one-line email are read. Customer, items, quantities and delivery date are matched to your ERP, article by article.

  2. 08:14 – Checked and booked

    Prices against your current list, stock against the warehouse, terms against the customer's. Everything agrees: the order is in the ERP, the confirmation sent.

  3. All day – Only the exceptions

    An old price, an unknown customer, a line out of stock: the order waits, difference shown. Your people decide in one tap.

What you are buying

The rules it works under

Control card Order Entry from Email
Permissions
Reads the order mailbox, price list, stock and customer records. Writes draft orders, sends confirmations on your template. Never changes a price, creates a customer or releases a delivery.
Approval gates
Every order in the first weeks. Then any price deviation, new customer, item out of stock, credit-limit breach or unusual quantity waits for the person you name.
Limits
Books only articles and customers in your ERP. A ceiling on orders and order value per day. Never ships, invoices or escalates on its own.
Record
Every order, source, match, check, approval and booking is logged with time and owner. You decide retention and who may review.
Stop
One switch pauses it. A named owner on your side decides. Orders in flight stay unbooked for your people.
Data
Stays in Europe, in your own ERP and mailbox. Never used to train anything. Sub-processors on the Data page.
Transparency
Every draft order and confirmation is marked as prepared by the co-worker, as the EU AI Act requires since August 2026.

Same seven lines on every co-worker page. How we hold them is ours; that they hold, you check in the log.

The demonstration

Ninety seconds, your ERP, synthetic customers

One order, PDF to confirmation, in the systems you run.

See it in your own ERP — book 30 minutes
  1. 01The orderA PDF at 08:10. Customer, twelve lines, delivery Thursday, read and matched to your articles.
  2. 02The exceptionLine seven carries a price from March. It waits. Your colleague sees both prices, one button.
  3. 03The logBooked, confirmed, every step on record. The warehouse has the order minutes after it was sent.
After go-live

What we measure

Three indicators, monthly. No figure here until we have measured one.

  • Touch rate the share of orders a person had to open, and why.
  • Cycle time minutes from the order arriving to the confirmation sent.
  • Line errors wrong quantities, prices or dates found after booking, per hundred lines.
Before we build

What we need from you

  • Access to the order mailbox and your ERP: articles, prices, stock, customers.
  • Last year's orders and source files, so it learns how each customer orders.
  • Your confirmation template and delivery terms.
  • The rules we agree in the diagnostic: what a price deviation is, who approves, who accepts a new customer.

Works with

Odoo, Exact Online, SAP Business One, Outlook and Microsoft 365, Gmail — and your ERP through its API.

Investment

Six weeks, a fixed fee, yours

  • Time to live six weeks from the signed scope and price.
  • Fixed fee set in the signed scope and price before we build.
  • Managed service optional, monthly. We run it, watch the log, adjust the rules with you. You keep control.

Three questions about this job

  1. Every customer orders differently. That is the point. It learns each customer's format from past orders; a new format waits for a person the first time.
  2. What about orders by phone or on paper? Phone orders are a later co-worker. A paper order scanned to the mailbox reads like a PDF.
  3. Does the customer know? The confirmation says the co-worker prepared it and names the colleague responsible.
Business case 4

How many order lines did your team retype last week?

Thirty minutes, no slides. Bring last Tuesday's orders; we show which go straight through.

Book 30 minutes See the 13 co-workers